Administrative Assistant, G4

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child, focusing on equity and addressing the needs of the most disadvantaged and excluded children and families. UNICEF Nigeria is one of the largest country offices globally, working in complex humanitarian and development settings to protect children's rights in partnership with various stakeholders.

Job Overview:
The Administrative Assistant position at UNICEF involves executing a variety of routine tasks that require a comprehensive understanding of UNICEF's administrative procedures, processes, and policies. The role is crucial for ensuring smooth operations within the unit, and the assistant will be responsible for managing communications, workflow, calendar, meetings, correspondence, events, logistics, travel assistance, invoice processing, supplies, equipment, and attendance monitoring. The position demands a proactive approach to problem-solving and effective communication skills to facilitate collaboration within the team and with external partners. The Administrative Assistant will also be expected to utilize digital tools and platforms to enhance efficiency and maintain confidentiality in handling sensitive information.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Managing communications and workflow within the unit, ensuring timely responses and effective information dissemination.
• Organizing and maintaining calendars, scheduling meetings, and managing correspondence.
• Coordinating events and logistics, including travel arrangements and venue bookings.
• Processing invoices and managing supplies and equipment inventory.
• Monitoring attendance and maintaining accurate records.
• Utilizing project management tools to track tasks and provide updates on project progress.
• Analyzing information to identify problems and suggesting solutions.
• Organizing and presenting data in a clear and structured manner.
• Ensuring compliance with UNICEF's administrative policies and procedures. 1
• Supporting the team in various administrative tasks as required.

Required Qualifications:
To qualify for this position, candidates must have a minimum of 4 years of relevant administrative or clerical work experience. Candidates should possess strong project management skills, including the ability to organize and prioritize tasks effectively. Excellent communication skills, both written and verbal, are essential, as is the ability to work collaboratively in a team environment. Problem-solving skills are also crucial, with the ability to analyze information and identify solutions. Familiarity with digital tools and platforms is required, along with the ability to manage and safeguard digital documents and files.

Educational Background:
Candidates must have completed secondary education, with a preference for those who have supplemented their education with technical or university courses related to the field of work. This educational background is essential for understanding the administrative processes and procedures relevant to the role.

Experience:
The position requires a minimum of 4 years of relevant administrative or clerical work experience. This experience should ideally include exposure to project management, communications, and logistical coordination within a professional setting, particularly in humanitarian or development contexts.

Languages:
Fluency in English is mandatory for this position. Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) or a local language is desirable. Familiarity with emergency contexts is also highly regarded, as it aligns with UNICEF's mission in Nigeria.

Additional Notes:
This position is a temporary assignment for 364 days. UNICEF promotes a diverse and inclusive workforce and encourages applications from all qualified candidates, including women and individuals with disabilities. The organization offers a comprehensive benefits package, including paid parental leave and reasonable accommodations for persons with disabilities. Candidates must comply with UNICEF's medical clearance and vaccination requirements. The recruitment process includes rigorous background checks to ensure the highest standards of integrity and competence.